Responding to Inquiries from Potential Customers

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Responding to Inquiries from Potential Customers
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Provide Pro forma Invoice

• Inquiries from abroad usually accompanied by
  request for pro forma invoice A quotation in
  an invoice format which Includes
• Product description and specifications
• Material costs
• Price
• Quantity
• Shipping costs
• Delivery terms
• Procedures

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Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice Proforma Invoice
A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado A-Plus Avocado
411 South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone] South Street, Modesto, CA 97049 USA Phone [phone] fax [phone]
Date 15-Apr-06 15-Apr-06     Proforma No. Proforma No. Proforma No. 01FPJ0406 01FPJ0406 01FPJ0406 01FPJ0406 01FPJ0406  
Sold To     Ship To Ship To Ship To        
Fresh Produce of Japan, Fresh Produce of Japan, Fresh Produce of Japan,     Fresh Produce of Japan Fresh Produce of Japan Fresh Produce of Japan Fresh Produce of Japan Fresh Produce of Japan Fresh Produce of Japan Fresh Produce of Japan Fresh Produce of Japan  
3-1-2721 Rydo-cho, Tokyo 665-0921, Japan 3-1-2721 Rydo-cho, Tokyo 665-0921, Japan 3-1-2721 Rydo-cho, Tokyo 665-0921, Japan     3-1-2721 Rydo-cho, Tokyo 665-0921, 3-1-2721 Rydo-cho, Tokyo 665-0921, 3-1-2721 Rydo-cho, Tokyo 665-0921, 3-1-2721 Rydo-cho, Tokyo 665-0921, Japan Japan Japan Japan
                 
Ship Date Ship Date 25-Apr-06     Ship Terms Ship Terms Ship Terms CIP Tokyo, Japan CIP Tokyo, Japan CIP Tokyo, Japan CIP Tokyo, Japan CIP Tokyo, Japan  
Order No. Order No. 01-0406-AA     Currency Currency Currency USDollars USDollars USDollars USDollars USDollars  
Ship Via Ship Via Ocean Freight     Payment Terms Payment Terms 50 Prepay50 Net 90 days invoice 50 Prepay50 Net 90 days invoice 50 Prepay50 Net 90 days invoice 50 Prepay50 Net 90 days invoice 50 Prepay50 Net 90 days invoice 50 Prepay50 Net 90 days invoice 50 Prepay50 Net 90 days invoice
       
Item Item   Weight kg/case Weight kg/case Weight kg/case Unit Qty Qty Qty Qty      
No. No. Description Net Gross Gross Price Units Units Units Units Total Total Total
AA-10 AA-10 Haas Avocados - Size 10 20.0 22.0 22.0 0.25 100,000 100,000 100,000 100,000 25,000.00 25,000.00 25,000.00
AA-15 AA-15 Haas Avocados - Size 15 23.0 25.0 25.0 0.30 150,000 150,000 150,000 150,000 45,000.00 45,000.00 45,000.00
    Freight                 4,250.00 4,250.00 4,250.00
    Insurance                 700.00 700.00 700.00
    Harmonized (Schedule B)  No. 0804. 40.0000 - A 40.0000 - A  vocado              
    All Products are of USA   Origin                    
    Totals Net wt Gross wt Gross wt   Units Units Units Units Dollars Dollars Dollars
      54,500 59,500 59,500   250,000 250,000 250,000 250,000 74,950.00 74,950.00 74,950.00
I certify that the above is true and correct I certify that the above is true and correct I certify that the above is true and correct Please sign your authorization fax back Please sign your authorization fax back Please sign your authorization fax back Please sign your authorization fax back Please sign your authorization fax back Please sign your authorization fax back Please sign your authorization fax back Please sign your authorization fax back Please sign your authorization fax back Please sign your authorization fax back
                         
AA -Export Manager AA -Export Manager AA -Export Manager Sign Here Sign Here Sign Here Sign Here
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Sample Pro Forma Invoicehttp//www.tradeport.org/
tutorial/details/index.htmlproforma

• Sample Pro Forma Invoice
• PRO FORMA INVOICE FROM Innovation
  Technologies983 Stanley Ave.San Diego, CA
  93820(619) 567-1938
• DATEMay 8, 1995Reference No.3245Payment
  TermsLetter of CreditCountry of
  OriginUSAEstimated Date Of Shipment45
  daysQuoteValid ThroughOctober 8, 1995SOLD TO
  Grupo Estevez, S.A. de C.V.Tamales No. 1 Piso
  218378 Cd. Polanco Mexico
• SHIP TO Juarez Industriale454 Blvd. Cortez1114
  Mexico D.F. Mexico
• Quantity Description Unit Price Total Price 100
  each Computer MotherboardsFive (5) sealed
  cartonsGross Weight 10 lbs. US 50.00 US
  5,000.00 EX FactoryFreight Forwarder FeesAir
  FreightInsurance CIF Mexico5,000.00100.001,200
  .0020.00 US 6,320.00Price, availability and
  delivery subject to confirmation at time of
  order.
• Authorized Signature _____________________________
  Date______________________

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Sample Pro Forma Invoice
See Center for International Trade Development
Website http//www.citd.org/startup/eb/appendix.cf
m?sec86
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To Complete Pro Forma Invoice

• Exporters must set a price for their product
• Determine the terms of sale

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2. Determine (Incoterms) Terms of Sale

• Exporter must know the terms before preparing a
  quotation or a pro forma invoice.
• Incoterms are standardized names created by the
  International Chamber of Commerce (ICC) for
  describing terms of sale.

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Diagram of INCO terms

• http//www.export911.com/e911/export/incoterm

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Most Common Incoterms
Term Definition Risk Cost Include on Quotation
EXW Ex Works Buyer arranges for pick up of goods at the sellers location. Seller is responsible for packing, labeling, and preparing the goods for shipment on a specified date or time Buyer assumes all risk Buyer pays all transportation costs N/A
FCA Free Carrier Seller is responsible for costs until the buyers named freight carrier takes charge Seller and Buyer Split N/A
FAS Free Alongside Ship (over water only) Buyer arranges for the ocean transport. Seller is responsible for packing labeling, preparing the goods for shipment, and delivering the goods to the dock. Seller until the goods reach the dock. Buyer from dock to destination Buyer all ocean transport costs. Seller is responsible for costs associated with transporting the goods to the dock. Costs of transporting goods to the dock.
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Most Common Incoterms
Term Definition Risk Cost Include on Quotation
FOB Free On Board FOB should also never be used unless you specify what and where such as "FOB ocean vessel at New York City Seller arranges for ocean transport of the goods, preparing the goods for shipment, and loading the goods onto the vessel. The goods ship ocean freight collect. Buyer Once the items are on board Seller Wharfage (charges to load the goods onto the ship) and freight forwarder fees. Costs, until on board
CFR Cost and Freight Seller has the same responsibilities as when shipping FOB, but shipping costs are prepaid by the seller, instead of shipping collect. Seller assumes the risk until the shipment reaches the overseas dock. Seller costs of freight fees up to destination. Add Freight to cost of product.
CIF Cost, Insurance, and Freight Seller has the same responsibilities as when shipping CFR with addition of including a marine insurance policy Seller until the shipment reaches the overseas dock. Seller insurance and freight forwarder fees. Insurance, freight and cost of goods
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FOB Example
FOB, New Orleans for 3 ice makers. You as the
exporter are responsible for all costs in
delivering the goods to New Orleans and loading
the icemakers on board a vessel named by the
German firm. You are responsible for arranging
any export clearances (licenses, taxed, fees).
The German firm is responsible for booking space
for cargo and pays for the ocean freight.
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CIF Example
CIF (Named foreign port of destination) YCI
quotes its German customer CIF Bremerhaven for 3
ice makers. YCI arranges for and pays all
transportation costs to the Port of Bremerhaven.
YCI arranges and pays for the marine insurance
policy. YCI, however, is only responsible for
risk of loss until loading of the icemakers on
board the vessel in New Orleans.
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FAS Example
YCI, the U.S. exporter, quotes the German firm
FAS, New Orleans for 3 ice makers. YCI is
responsible for all costs in getting the goods to
the Port of New Orleans alongside the nominated
vessel prior to sailing time. The German buyer
is responsible for booking space, paying ocean
freight and arranging for all export clearances.
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Source for INCOTERMS

• For a complete list of INCOTERMS, including
  responsibilities of the parties, see Incoterms
  2000.
• http//www.dsl.co.nz/index.asp?pageincoterm.htm

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• Pro forma invoices should include two statements.
  
• One that certifies the pro forma invoice is true
  and correct and
• another that gives the country of origin of the
  goods.
• The invoice should also be clearly marked "pro
  forma invoice."
• When final commercial invoices are being prepared
  prior to shipment, it is advisable to check with
  the U.S. Department of Commerce or another
  reliable source for any special invoicing
  requirements that may be required by the
  importing country.

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• If assistance is needed in figuring CIF or CIP
  prices, an international freight forwarder can
  help. The exporter should furnish the freight
  forwarder with
• a description of the product to be exported and
  its weight and
• cubic measurement when packed.
• The freight forwarder can compute the CIF price
  usually at no charge.

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Document

• WHAT EXPORT SHIPPING DOCUMENTS DO I NEED?
• vary widely according to the country of
  destination and the type of product being
  shipped.
• Failure to comply can delayed or end payment
  goods could be seized or you could be fined,
  denied further export privileges, or jailed.

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International Documentation

• 90 of all documents are created by the Exporter
• 10 of documents required by exporting country
• 90 of documents required by importing country
• All documents used by the Importer/customs broker
  to clear customs
• Shipping documents are created by the
  transportation company

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International Documentation

• Purchase Order
• Proforma Invoice
• Commercial Invoice
• Consular Invoice
• Packing List/Slip
• Weight List
• Certificate of Origin
• NAFTA Certificate of Origin

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International Documentation

• Shippers Export Declaration
• Inspection Certificate
• Clean Report of Finding
• Bovine Free Certificate
• Beneficiary Certificate
• U.S. Government Agency Certifications
• Export License
• Import License

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International Documentation International Documentation International Documentation International Documentation International Documentation
Date 15-Apr-06
Customer Fresh Produce of Japan Fresh Produce of Japan    
Country of Destination Japan      
Payment Terms 50 Prepay/50 Net 90 Days Invoice 50 Prepay/50 Net 90 Days Invoice 50 Prepay/50 Net 90 Days Invoice  
Incoterms CIP Tokyo, Japan CIP Tokyo, Japan    
Required Documents
Yes No Exporter Importer
Purchase Order X     X
Proforma Invoice X   X  
Consular Invoice   X    
Commercial Invoice X   X  
Packing List X   X  
Certificate of Origin X   X  
NAFTA Certificate of Origin   X    
Validated Export License   X    
Import License   X    
Shipper's Export Declaration (SED) X   X  
Shipper's Letter of Instruction (SLI) X   X  
Inspection Certificate X   X  
Weight List   X    
Bovine Free Certificate   X    
Beneficiary Certificate   X    
U.S. Government Agency Certifications FDA   X  
Certificate of Conformity   X    
Certificate of Free Sale   X    
Other Documents Fumigation Certificate   X  
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Most Commonly Required Documents

• U.S. Shipper's Export Declaration
• Used by the U.S. Census Bureau to compile trade
  statistics and to help prevent illegal exports.
• The SED and instructions on how to fill it out
  are available from a variety of sources including
  the U.S. Government Printing Office
  (202-512-0000) and the U.S. Census Bureau's home
  page.
• Do I Need to Submit an SED for My Shipment?
• Required for any shipment valued at 2,500 or
  above (If the shipment is valued at over 2,500
  but is made up of various commodities falling
  under several Schedule B numbers none of which is
  valued at 2,500 or higher, no SED is required.)
• Required for any shipment to particular
  countries, such as Cuba, Libya, and North Korea,
  and for any shipment requiring a validated export
  license.
• Required for shipments to Puerto Rico, the U.S.
  Virgin Islands and the former Pacific Trust
  Territories even though they are not considered
  exports (unless each Schedule B item is under
  2,500).
• Shipments to Canada do not require an SED.
  (Shipments to third countries passing through
  Canada do need an SED.)
• Sample http//www.citd.org/startup/eb/appendix.cfm
  ?sec89

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Bill of Lading

• Purpose
• Contract among three parties to provide
  transportation of cargo
• Consignor -party delivering goods to the carrier
  usually the seller
• Carrier - party accepting legal responsibility to
  provide transportation often the transportation
  company
• Consignee - party entitle to receive the cargo
  buyer, bank, an agent
• Once the carrier or freight forwarder completes
  the bill of lading, he becomes bound to forward
  the goods to the agreed destination in the same
  condition as they were received.

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Types of Bill of Lading

• Straight bill of lading
• non-negotiable.
• allows only the appropriate person specified in
  the bill of lading to pick up the goods. This is
  usually the preferred type of bill of lading for
  beginning importers as it offers the buyer the
  most protection by prohibiting the release of the
  goods to anyone but the party specified in the
  documentation.
• Sample http//www.citd.org/startup/eb/appendix.cfm
  ?sec91

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• Shipper's order bill of lading
• negotiable bill of lading. can be bought, sold,
  or traded while the goods are in transit and is
  used for letter of credit transactions. The
  customer usually needs the original or a copy as
  proof of ownership to take possession of the
  goods.
• serves as a certificate of ownership or title to
  the goods. When written to order, it serves as a
  negotiable instrument through which title is
  transferred from the exporter to the importer.

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• Air waybill - carrying agreement between the
  shipper and the air carrier.
• In contrast to the ocean bill of lading it is a
  non-negotiable instrument and serves as a
  shipping contract and receipt to the shipper.
• certifies that the airline has accepted the goods
  as listed on the air waybill and agreed to carry
  the goods to the airport of destination in
  accordance with the conditions of the contract.
• Sample
• http//www.citd.org/startup/eb/appendix.cfm?se
  c92

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• Export Packing List
• itemizes the material in each individual package
  and indicates the type of package box, crate,
  drum, carton, and so on.
• shows individual net, legal, tare, and gross
  weights and measurements for each package (in
  both U.S. and metric systems).
• The list is used by the shipper or forwarding
  agent to determine the total shipment weight and
  volume and whether the correct cargo is being
  shipped.
• Sample http//www.citd.org/startup/eb/appendix.cfm
  ?sec90

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AA
A-Plus Avocado411 South StreetModesto, CA 97049
USAPhone123-456-7890 fax [phone]
112345
Invoice No.
25-Apr-2006
Date
COMMERCIALINVOICE
56789
Order No.
 
 
 
Fresh Produce of Japan
Name
50 Prepay 50 Net 90 Day _at_ invoice
Payment Terms
 
 
 
3-1-2721 Rydo-cho
Address
Sold To
Ocean Freight
Ship Via
ZIP
 
State
Tokyo 665-0921
City
CIP Tokyo, Japan
Ship Terms
 
 
 
 
Japan
Country
TOTAL
Unit Price
 
Qty
 
 
Description
Item No.
25,000.00
0.25
ea
100,000
 
 
Haas Avocados - Size 10
AA-10
45,000.00
0.30
ea
150,000
 
 
Haas Avocados - Size 15
AA-15
 
 
 
 
 
 
 
 
 
70,000.00
FOB Value
4,250.00
Freight
Ship To
700.00
Insurance


 
 
Fresh Produce
 
Total  
 
 
3-1-2721 Rydo-cho
74,950.00
USDollars

 
 
 
Tokyo 665-0921

 
 
 
Japan
These commodities, technology or software were
exported from the United States of America in
accordance with the Export Administration
Regulations. Diversion contrary to U.S. law
prohibited.
Export Manager - A Plus Avocado
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• Certificate of Origin
• Some nations require a signed statement as to the
  origin of the export item.
• Available through chamber of commerce.
• May be required even though the commercial
  invoice contains the information
• Sample http//www.citd.org/startup/eb/appendix.cf
  m?sec96

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